Why keep a maintenance log for your rental properties

Whether it involves replacing a faucet, maintaining a water heater, repairing a roof, repointing masonry joints, or having a building component inspected, it can become difficult to maintain an accurate record of past work.

Keeping a maintenance log is a simple habit that makes managing your property easier. By keeping a centralized record of work carried out in your rental units and on the various components of the building, you can better plan upcoming work, monitor changes in your property's condition, and make informed maintenance decisions.

A better overview of your property

Keeping a maintenance log means documenting work carried out on the building, in each of your rental units, and in common areas. We recommend recording the date and nature of the work, before-and-after photos, the service provider involved, and the costs incurred, as well as attaching the related invoices.

Once this process becomes part of your routine, you will have a tool that allows you to quickly review the complete maintenance history of each unit in your building. Keeping this record up to date is particularly valuable when a problem reoccurs or when it is time to plan preventive maintenance.

For example, if you notice that a water heater is approaching the end of its useful life or that the plumbing under a unit's kitchen sink has required several repairs within a short period, you will be better equipped to plan upcoming work. By anticipating these expenses, you can reduce the risk of emergency repairs, which are often more costly.

Prevention as a winning strategy

Tracking your maintenance and repair work is an excellent starting point for keeping a maintenance log. It is also recommended to maintain an annual schedule of upcoming work and seasonal inspections so that nothing is overlooked. Whether it involves maintaining rental units, common areas, or the building's various components, good planning allows you to anticipate and prioritize work, spread out expenses more effectively, reduce emergency repairs, and limit the impact on the rental cycle. By choosing the right time to carry out the work, you remain in control of your schedule rather than being caught off guard by unexpected issues.

To go further and adopt a preventive approach, CORPIQ offers training on preventive maintenance and compliance for residential rental properties. Led by experts from Darheim Group, an engineering consulting firm specializing in building inspections and structural engineering, this training will provide you with the essential knowledge needed to plan your property's maintenance, identify components requiring particular attention, and better understand compliance requirements. It covers, among other things, the legal obligations applicable to certain buildings, including those introduced by Bill 122 regarding inspections of façades and parking structures in buildings of five storeys or more. By developing good practices from the outset, you will be better equipped to protect your property, prevent unexpected issues, and effectively manage your real estate assets over the long term.

Making communication with tenants easier

Repair requests are part of rental property management. When a tenant reports a problem, having a history of previous work carried out in their unit can help you quickly understand the situation. Is it something you have already addressed? If so, you already have information about the solution and the service provider to contact.

It is also worth noting that if the issue is recurring, it may be time to resolve it permanently by replacing the faulty component. For example, a window with a crank that repeatedly jams will likely need to be replaced rather than repaired again if the problem persists. Conversely, if you are dealing with a new issue, it is important to properly update your maintenance log so that you have all the information you may need in the future.

This documentation also helps demonstrate your diligence in maintaining the property. In Quebec, landlords are required to deliver rental units in good habitable condition and maintain them throughout the term of the lease, in accordance with the Civil Code of Québec. Keeping a thorough record of your maintenance activities makes it easier to meet this obligation.

Useful information when selling your property

If you eventually decide to sell your property, a well-documented maintenance history can save you valuable time. In particular, it will make it easier to prepare the Seller's Declaration, which requires information about work, repairs, and improvements made to the property over the years. In addition to simplifying this step, a complete record makes it easier to answer buyers' questions, builds confidence, and contributes to a smoother sales process.

A simple tool that saves time

Keeping a maintenance log does not require a complex system. What matters is keeping all the information in one place and updating it after every intervention. Once incorporated into your property management routine, this tool will allow you to regularly monitor maintenance, review the log annually or quarterly to ensure it remains up to date, and better plan upcoming work.

Ultimately, spending a few minutes documenting each intervention and planning future work can save you a significant amount of time when managing your property. For an owner with a few rental units, it is a simple way to better protect your investment and manage your real estate portfolio with greater peace of mind.